Administrative Assistant Job at Livingston Associates
JOB SUMMARY:
:Provide administrative support in multiple areas.
REPORTS TO: :Director of Administration
ESSENTIAL FUNCTIONS:
ADDITIONAL RESPONSIBILITIES:
EDUCATION & EXPERIENCE:
KNOWLEDGE, SKILLS & ABILITIES:
PHYSICAL DEMANDS : AND WORK ENVIRONMENT: :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is subject to physical activity and strenuous work. The employee is frequently required to stand; walk; sit; use hands to handle or feel objects, perform computer data entry, reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; and talk or hear; lift and/or move up to 40 pounds; safely use box cutter or knife to open packages.
While performing the duties of this job, the employee is usually exposed to an office environment, but will regularly be exposed to an outdoor environment, including during inclement weather. There may be exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, and smoke.
The noise level in the work environment is usually quiet to moderate.
REPORTS TO: :Director of Administration
ESSENTIAL FUNCTIONS:
- - Administrative Support to Client’s Safety Department (25% - 40%), including but not limited to:
- Provide administrative support to the Safety Coordinator for:
- Incident and accident reporting
- Weekly Toolbox Talk/Daily Job Brief distribution and recordkeeping.
- Daily Vehicle Inspection Report recordkeeping
- Personalized PPE (safety gear) inventory and tracking
- Coordination of client job site visits
- Good Catch Program
- Bid and contract document review.
- Subcontractor safety program review
- New employee orientation
- Updates/revisions to corporate health and safety program
- Site Specific Safety Programs
- SDS database
- Heavy Equipment Operator Evaluation Program
- Writing communications, notices and other routine paperwork as required
- Provide administrative support to Training Coordinator for scheduling, coordinating, tracking of required employee safety training.
- - Provide backup technical support to multiple clients with SharePoint (10% - 20%) under the direction of the SharePoint Administrator.
- Troubleshooting
- Assist with buildout of client portals.
- Follow established protocols for access control lists.
- Shipping & Receiving (20%)
- Track incoming packages for clients.
- Receive incoming packages and distribute them to their final on-site destination.
- Perform safe operation of a forklift, lull, and other equipment as needed.
- Dispatch (5%)
- Weigh trucks with inbound construction materials and enter data into custom software, verify DOT documents, and provide receipt to customers.
- - Other Tasks (15% - 30%)
- Administrative/inventory support for Facilities Department.
- Manage company cell phone program.
- Manage fire extinguisher inventory.
- Scanning of confidential corporate documents into electronic files.
- Other administrative tasks as assigned.
ADDITIONAL RESPONSIBILITIES:
- Assist the Director of Administration and the administration team with various administrative tasks and duties as assigned.
- Must remain on site for the duration of scheduled work hours.
EDUCATION & EXPERIENCE:
- High School Diploma or GED and a minimum of 3 years of relevant administrative experience in the construction industry.
- Valid NYS Driver’s License
- Proficient in Microsoft Office – Outlook, Word, Excel, Adobe.
- Experience with SharePoint, PowerPoint, Timberline and Sage Paperless a plus.
- OSHA 10 – Candidates without previous certification must satisfactorily complete training upon hire.
- Forklift Certification – Candidates without previous certification must satisfactorily complete training upon hire.
- Weighmaster Certification – Candidates without previous certification must satisfactorily complete training within 60 days of hire.
KNOWLEDGE, SKILLS & ABILITIES:
- Strong interpersonal, organizational, and efficiency skills
- Attention to detail and a high level of accuracy.
- Strong written language skills.
- Strong computer technical skills
- Excellent customer service skills
- Positive attitude
- Record of reliability
- Ability to exercise independent judgement to identify and solve problems in a timely manner.
- Ability to manage shifting priorities.
- Must maintain confidentiality and ensure all documentation is securely stored or destroyed according to company policy.
- Ability to lift and/or move up to 40 pounds.
PHYSICAL DEMANDS : AND WORK ENVIRONMENT: :
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is subject to physical activity and strenuous work. The employee is frequently required to stand; walk; sit; use hands to handle or feel objects, perform computer data entry, reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; and talk or hear; lift and/or move up to 40 pounds; safely use box cutter or knife to open packages.
While performing the duties of this job, the employee is usually exposed to an office environment, but will regularly be exposed to an outdoor environment, including during inclement weather. There may be exposure to unusual elements such as extreme temperatures, dirt, dust, fumes, and smoke.
The noise level in the work environment is usually quiet to moderate.
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